Zack Lane ReCAP Coordinator February 2012 Outline of ReCAP Accessions: How items are added to Offsite collections Zack Lane ReCAP Coordinator February 2012 ReCAP Columbia University

How ReCAP Accession Works Accession is defined as the formal transfer of collections to offsite shelving at ReCAP ReCAP staff accessions items transferred to them by CUL staff Items must be prepared by CUL, adding an offsite barcode to the exterior cover ReCAP staff scans the barcode and assigns a shelf location CUL retrieves weekly reports of new accessions CLIO locations are updated and the request button appears in CLIO ReCAP Columbia University

Schematic This presentation uses a simplified schematic to illustrate how physical objects and digital records move and change Columbia is a blue circle; ReCAP is a pink rectangle Within each institution a line divides between a physical object and its digital record [Physical object] [Record in Database] ReCAP Columbia University

Schematic Physical objects are represented by a black rectangle It is the front cover of a book Digital records are represented by a white rectangle Inside of it will be the encoding used to manage collections ReCAP Columbia University

Separate Locations; Separate Databases Columbia ReCAP off,glx circ CU12 CU12 CU [shelf#] After accession, barcode number is the only datum shared by both CUL and ReCAP databases ReCAP Columbia University

Accession: Stages There are four basic stages to the formal transfer of collections On shelf at CUL Processed for ReCAP Accessioned at ReCAP Requestable in CLIO The schematic will illustrate how collections move through all four stages ReCAP Columbia University

Stage 1: On Shelf at CUL Physical volumes are shelved on campus in Columbia University Libraries Bibliographic records may (or may not) be present in CLIO B Existing digital records in CLIO may (or may not) have complete record structures: BIBL – HOLD – ITEM ITEM records contain barcode H I ReCAP Columbia University

Stage 1: On Shelf at CUL Columbia ReCAP glx circ 0012 ReCAP Columbia University

Stage 1: On the Shelf at CUL Physical object at Columbia has not yet been processed There may be a local barcode inside the back cover Digital record of object contains: On campus CLIO location glx Item Type circ Local barcode (here abbreviated to 4 digits) glx circ 0012 ReCAP Columbia University

Stage 2: Processed for ReCAP Physical objects have off-site barcodes applied to top left corner of front cover Barcodes may be preassigned (smart barcodes) or applied ad hoc by hand (dumb barcodes) Staff verifies BIBL and completes Voyager record structure as necessary Books are staged for transfer Transfer conducted by Clancy-Cullen ReCAP Columbia University

Stage 2: Processed for ReCAP Columbia ReCAP glx4off circ CU12 ReCAP Columbia University

Stage 2: Processed for ReCAP Offsite barcode has been applied to top left corner of front cover Once prepared it is staged for transfer CLIO location has been changed to transitional location glx4off Item Type remains circ Offsite barcode has CU- prefix, corresponding to the desired customer code at ReCAP glx4off circ CU12 ReCAP Columbia University

Stage 3: Accession at ReCAP ReCAP staff assess condition; poor condition items and mis-barcoded items are rejected ReCAP scans barcodes into LAS database LAS database records contains: Barcode Customer Code Shelf Location Customer code controls access permissions such as delivery location This way access to special collections may be carefully controlled ReCAP Columbia University

Stage 3: Accession at ReCAP Columbia ReCAP glx4off circ CU12 CU12 CU [shelf#] ReCAP Columbia University

Stage 3: Accession at ReCAP Record in CLIO remains the same glx4off circ CU12 Physical object with offsite barcode now located at ReCAP Digital record in LAS contains barcode, customer code and location LAS does not contain any bibliographic information CU12 CU [shelf#] ReCAP Columbia University

Stage 4: Requestable in CLIO CUL retrieves batch files of weekly accessions on Fridays CLIO location flips to Offsite (e.g. glx flips to off,glx) Request button appears in CLIO Item can now be requested for physical delivery or EDD (electronic document delivery) ReCAP Columbia University

Stage 4: Requestable in CLIO Columbia ReCAP off,glx circ CU12 CU12 CU [shelf#] ReCAP Columbia University

Stage 4: Requestable in CLIO Record in CLIO now has Offsite CLIO location Request button appears in CLIO off,glx circ CU12 Physical object will travel back and forth upon retrieval and return Barcode number is the only datum shared by both CUL and ReCAP databases LAS does not contain any bibliographic information CU12 CU [shelf#] ReCAP Columbia University

After Accession Once accessioned both patrons and staff may request via CLIO Other request mechanisms are available to staff Library users lacking request privileges must have staff place a Mediated request Special collections require staff to request through the Restricted Access mechanism Data on all accessions is available on the ReCAP Data Center ReCAP Columbia University

More Information Available For more information about access to ReCAP collections please see Off-site Library Shelving Facility (ReCAP) site on LWeb. Training documents and data can be found on both the Staff ReCAP website and the ReCAP Data Center Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator ReCAP Columbia University